AA

Epic MyChart & InBasket Workflow Training Session Summary

Companion PDF & Practice Resources

  • A downloadable companion PDF is available on the Galaxy site.
    • Two versions:
    • With answers – contains solutions for every “Write-It-Down” box.
    • Without answers – matches the hand-outs used during class.
  • Students are encouraged to re-run each workflow after class.
    • Galaxy provides step-by-step instructions for:
    • Downloading course materials.
    • Requesting Epic certification environments.

Liaison Role: Builders ↔ Clinicians

  • You serve as the communication bridge between the IT build team and clinical end users.
    • Translate clinical frustrations or requests into build requirements.
    • Decide whether a suggestion merits system-wide build or is a single-user preference.
  • Common end-user issues were previewed; attendees identified additional concerns not on the slide deck.

Course Goals & Key Integration Points

  1. Understand how Epic stores information (data structures).
  2. Learn available support & troubleshooting tools.
  3. Explore other Epic resources beyond the EHR interface (websites, reference portals, etc.).

MyChart Overview

  • Personal portal integrated with Epic for scheduling, billing, questionnaires, and messaging.
  • Instructor anecdote: despite four years of Epic experience, only adopted MyChart last year.
  • Benefits:
    • Patients pre-populate insurance, family history, and visit reasons.
    • Clinicians, nurses, and schedulers access cleaner data on arrival.

Patient Scenario: Trixie → Dougie Dachshund (PCP)

  1. Patient view
    • Trixie logs into MyChart (web or mobile).
    • First-time login triggers two-step verification and an optional tutorial video.
    • Top navigation quick actions: Schedule Appointment, Messages, Visits, Test Results, Medications, Billing.
    • Sidebar master menu gives full access to all features.
    • Notifications shown for updating contact info, vaccines, cost estimates.
    • PCP card (right panel) includes envelope icon to start a message.
    • Trixie selects “Brief Medical Question” and sends cough details.
  2. Staff view (Nurse Terry)
    • Message auto-routes to a nurse pool as well as Dougie, ensuring timely triage.
    • Message appears in the Schedule side bar and InBasket.
    • Possible actions: Direct Reply, Forward, Schedule Visit, Take Note, Mark Done, Call patient.
    • Demo reply: apologizes for cough and recommends further steps.

InBasket Essentials

  • Hub for all follow-up tasks in ambulatory settings; less used for inpatient nurses.
  • Message categories = folders on the left (e.g., Results, Result Notes, Patient Calls).
  • Selecting a message opens a report pane on the right with clinical context.
    • Example: Chelsea’s Pap smear result shows actions (“Patient contacted; results reviewed”).

Toolbars & Customization

  1. InBasket Toolbar (top): Refresh, New Message, Pool selection, Search.
  2. Message Report Toolbar: controls which reports display.
  3. Quick Actions (button row): user-defined macros (analogous to Outlook rules).
    • Example used: “Review Results with Patient.”

Workflow Example (Chelsea’s Lab Result)

  1. Terry assigns message to self (baton icon indicates responsibility).
  2. Adds note: “Reviewed results with patient.”
  3. Quick Action routes message to provider Pat Ness, marks as completed, and moves it to Completed Work.
  4. End users can filter or sort to make completed/assigned items clearer.

System Access Instructions for Trainees

  1. Log in to classroom computer
    • Username: (session-specific)
    • Password: 2\text{Learn} (capital L)
  2. If no login prompt appears, double-click Citrix (upper-left corner).
  3. Launch Hyperspace (red icon).
  4. Sign in as the ambulatory nurse template user:
    • User ID: 2082\text{XX} (“XX” = your assigned two-digit number).
    • Password: train (all lowercase).
    • Default department: EMC Family Medicine.
    • Optionally set Hyperspace to suggest the last department for float staff.

Break Schedule

  • Session length so far: ≈ 1\text{ h }20\text{ min}.
  • Break announced at 09{:}50; return at the top of the hour (≈10:00).

These notes consolidate every instructional detail, demonstration step, and logistical directive provided in the transcript, ensuring you can replicate the MyChart/InBasket workflows and navigate the training environment without revisiting the original recording.